FUNCTIONS AND RESPONSIBILITIES

A. Functions of the General Services Division 1. Coordinate and develop activities related to the assignment of the motor vehicles fleet of the JIA. 2. Offer official transportation service to the personnel of the Central Offices of the JIA and coordinate official trips, so that the functions of this organism are not affected. 3. Supervise periodically the performance af all the official vehicles of the JIA and take the pertinent actions to achieve the fulfillment of norms and established procedures. 4. Watch that the registers and records of the motor vehicles of the JIA are taken and kept actualized, necessary for the adequate control and administration of the fleet and those other documents necessary for the good performance of the Section related to the transportation function, including general statistic information and the vehicle cost operation. 5. Coordinate properly the maintenance and repair activities of the motor vehicles of the JIA to achieve optimum conditions of performance and efficiency. 6. Advise the officials and employees of the JIA in matters related to the transportation function. 7. Receive, check, expedite and certify the bills of gasoline and lubricants; repairs and lease for the Finance Section. 8. Prepare periodical reports that are required about the transportation function operations. B. Transportation Director Functions 1. Fulfill all the proper functions of the position for the development of the transportation function. 2. Organize, coordinate, direct, plan, supervise and give quest to the development of the transportation activities in the JIA. 3. Establish norms, practice and procedures for the transportation development in accordance with the approved and promulgated regulations by the JIA and the GSA. 8 4. Make determinations about repair, maintenance and inspection that should be made to the vehicles and evaluate the services given to the vehicles. 5. Impart approval to every subject matters that for those authority has been delegated. 6. Coordinate the development of transporation function activities to keep in optimum conditions of performance and efficiency the motor vehicles of the JIA. 7. Canalize and pay attention to the problems related to the transportation function. 8. Canalize and check the payment, tickets and bills for lubricants, gasoline and motor vehicle services. 9. Receive vehicles acquired for the JIA. 10. Keep centralized in a "pool" the vehicles of the central offices of the JIA and control, protect, supervise and administrate those motor vehicles that are not assigned to any JIA personnel. Make sure that every driver assigned to the "pool" makes an inspection of the "pool" vehicle every time that has to go in an official effort and when it returns of the same. 11. Recommend the casualty of equipment and motor vehicle parts, as well as the need of replace vehicles and the convenience of making an exchange of them. 12. Submit reports about investigations or subject matters referred to his consideration about the transportation function. 13. Take and keep actualized the records of all the motor vehicles of the JIA. 14. Advise the JIA personnel in subject matters related to the transportation and inform them about any other change in the regulations and in effect procedures. 15. Cancel to the JIA personnel the official authorization issued to drive vehicles when: a. It is not in effect, for any reason, the driver's license issued by the Department of Transportation and Public Works. b. Is determined the driver's license cancellation as a sanction to the driver. C. The personnel finishes their functions in the JIA. 16. Prepare periodical reports about the Section operations concerning the transportation function and the motor vehicles performance and require the Auxillary Directors those reports considered necessary to do this labor. 17. Make an estimate budgetary of expenses of motor vehicles purchase, as well as expenses of maintenance, lubricants, gasoline, replacement parts and equipment. 9 C. Functions of the Auxiliary Director of Transportation 1. Supervise and give quest to the region and/or institution transportation activities where he is Auxiliary Director. 2. Impart approval to all the transportation subject matters for those in where authority has been delegated. 3. Canalize and pay attention to problems related to transportation of the area under his jurisdiction. 4. Canalize and check for the payment, tickets and bills for lubricants, gasoline and services of the motor vehicles of the area. 5. Keep centralized in a "pool" the vehicles assigned to his area. 6. Coordinate the official transportation service of the personnel of the region and/or center. 7. Submit reports about investigations or subject matters referred to consideration about the transportation function. D. Responsibilities of the officials or employees that assume custody of official vehicles: 1. Take care and supervise the conditions of the assigned vehicle and watch for the proper use and the good performance and maintenance of it. 2. Fulfill the regulations in effect and with the established procedures by the JIA and the GSA for the transportation function. a. If there is no driver it should fulfill also with the functions and responsibilities as a driver. 3. Watch that the driver fulfills his functions and responsibilities. 4. Make sure that the official vehicle driver has the driving authorization issued by the GSA. 5. Watch the driver's security and the people's security that are in the official vehicle assigned. 6. Inform and orientate concerned drivers and/or employees about any change in norms and procedures issued by the JIA and the GSA. 7. Make preliminary determinations about repairs, inspections and purchase of materials, lubricants, gasoline and replacement parts of the official vehicle assigned. 8. Canalize the attention of problems related to the vehicle. 9. Prepare and submit reports that are required. E. Driver's functions and responsibilities 1. Fulfill the established norms in the regulations and with the established procedures for the transportation function. 2. Submit daily reports of trips and coursed mileage and the required monthly report. 3. Deliver to the Transportation Director or Auxiliary Director 10 every day ticket copies of gasoline, lubricants and materials acquired for the vehicle. 4. Inspect the vehicle that is assigned or used every time has to go in an effort and when returns of it. For these purposes the inspection form should be used. 5. Report to the immediate supervisor and/or the Auxiliary Director of Transportation any damage, abnormality or irregularity observed in the assigned or used vehicle. 6. Keep out of the vehicle, when this is not in service, the credit card assigned to it. 7. Take with him/her, always when using a JIA vehicle, the Authorization to Drive card issued by the GSA. 8. Request renovation of the Authorization to Drive issued by the GSA, prior to the expiration date of it. 9. Deliver the Authorization to Drive Card when finished his functions, it is cancelled, it is suspended, it is renewed or expired. 10. Report the Director or the Auxiliary of Transportation when the credit card is lost, the Authorization to Drive issued by the GSA or the driver's license issued by the Department of Transportation and Public Works. 11. Notify immediately to the Director or the Auxiliary of Transportation the cancellation, suspension, occupation or the expiration of the driver's license issued by the Department of Transportation and Public Works. 12. Use the credit card to acquire lubricants, gasoline and materials exclusively for the vehicle for which was issued. Therefore, this card should not be transferred for any other vehicle use. 13. Watch for his/her security and for the other people's security that are in the official vehicle. 14. Drive with the proper precaution considering the people and the JIA's property, as well as the other people's. 15. Drive the vehicles following all the traffic rules. The fines for law or traffic municipal ordinances will be discounted from the driver's salary, as well as those expenses for property damages of the JIA or other people's, that are his/her responsibility. 16. Notify the Director or Auxiliary of Transportation any final sentence of serious nature dictated against him/her and related to any voilation to the Vehicle and Traffic Law or to any disposition of the Penal Code related to felonies in public ways. 17. Transport only authorized people in the vehicle, except in emergency situations. 18. Use the vehicle only for authorized trips 11 19. Drive the vehicle assigned to him/her and not allow that it is driven by other person, except in emergency situations. 20. Take personal care of the vehicle assigned or used and watch for the adequate performance and maintenance of it. 21. Keep the vehicle in a safe place when not in use. 22. Report immediately to the Police, and in a 24-hour working period after the incident, the Director or Auxiliary of Transportation, of any accident , theft or vehicle loss or its accessory parts. 23. Abstain to make any transaction with the part involved in an accident with a JIA vehicle. 24. Not to use sirens or emergency lights during trips. 25. Take the vehicle for preventive maintenance in the date indicated by the Director or Auxiliary of Transportation. 26. Fill all required forms and prepare any required report related with his/her job of driving vehicles of the JIA. 27. Request authorization to the Director or Auxiliary of Transportation for emergency purchase of materials, lubricants, gasoline or repair service, prior to request the workshop or private company service. 28. Request receipt or invoice to the workshop or private company that gives service to the vehicle in an emergency situation, with the vehicle's identification and the nature of the service made, with the relation of the used parts and with the arrangement cost of those. This document should be signed by the driver and he/she should indicate in the back of it or in separate sheet the emergency justification.